Privacy

Privacy Policy

Last updated: September 2026

Frenchville Sports Club Ltd (the Club, we, us or our) is committed to protecting your personal information and handling it lawfully, fairly and transparently.

This Privacy Policy explains:

• The personal information we collect and hold
• How we collect, use and disclose that information
• How we use facial recognition technology
• How we protect and retain personal information
• How you can access or correct your information
• How you can make a privacy enquiry or complaint

This policy applies to members, patrons, visitors, employees, job applicants, contractors, volunteers, suppliers, creditors and other people who interact with the Club. It covers information collected at the Club, through our website and mobile application, and through our services, promotions, events and other activities.

We manage personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable employment, liquor and gaming requirements.

1. What personal information do we collect?

The personal information we collect depends on how you interact with the Club.

Member, patron and visitor information

We may collect:

• Your name, date of birth and contact details
• Your residential or postal address
• Membership and visitor details
• Identification documents where required
• Membership tier, points, rewards and account activity
• Bookings, purchases and transaction information
• Competition, promotion and event entries
• Marketing preferences
• Enquiries, feedback and complaints
• Incident reports and relevant ban or exclusion records
• CCTV images
• Facial recognition information where facial recognition technology is operating

Website and mobile application information

When you use our website or mobile application, we may automatically collect:

• Your Internet Protocol address
• Device type and device identifiers
• Browser type and operating system
• Mobile network or service provider
• Referring website addresses
• Pages, files and features accessed
• Dates and times of access
• App activity and usage information
• Diagnostic information, system activity and error reports
• General location information derived from your device or Internet connection

We may also request permission to send push notifications through our mobile application. You can control these notifications through your device settings.

Employment and workplace information

For employees, former employees, volunteers and job applicants, we may collect:

• Contact and emergency contact details
• Employment applications, resumes and reference checks
• Employment contracts and work history
• Bank, payroll, taxation and superannuation information
• Training, qualification and licence records
• Rostering, leave and attendance information
• Performance and disciplinary records
• WorkCover, health, safety and incident information

Some employee records directly related to a current or former employment relationship may be exempt from parts of the Privacy Act. We continue to apply appropriate confidentiality and security standards to this information.

Supplier and creditor information

We may collect:

• Legal and trading names
• ABNs or ACNs
• Business addresses and contact details
• Authorised representative details
• Bank account names, BSBs and account numbers
• Invoices, payment and remittance records
• Information required to verify supplier identity or payment instructions

Information about a company is not always personal information. However, information identifying a sole trader, authorised representative or individual business contact may be personal information.

Sensitive information

Sensitive information can include health information, biometric information used for automated identification, biometric templates and other categories protected under the Privacy Act.

We only collect sensitive information where it is reasonably necessary and:

• You have provided consent; or
• Collection is required or authorised by law.

The specific arrangements applying to facial recognition information are explained below.

2. How do we collect personal information?

We usually collect information directly from you when you:

• Apply for, renew or use a Club membership
• Enter or visit the Club
• Use a visitor sign-in system
• Make a booking or purchase
• Enter a promotion, competition or event
• Use our website or mobile application
• Subscribe to Club communications
• Contact us or provide feedback
• Apply for employment or volunteer with the Club
• Supply goods or services to the Club
• Complete a supplier or creditor form

We may collect information in person, by telephone, email, paper form, electronic form, through our website or app, or automatically through approved systems.

Where relevant and lawful, we may also collect information from:

• Your authorised representative
• Referees
• Public business registers
• Payment and technology providers
• Regulators and government bodies
• Law enforcement agencies
• Other lawful sources

You may make general enquiries anonymously or by using a pseudonym where this is lawful and practical. However, we may need identifying information to provide membership, process a booking or payment, verify entry, administer employment, meet regulatory requirements or deliver another requested service.

3. How do we use personal information?

We may use personal information to:

• Establish and manage memberships and accounts
• Verify member and visitor eligibility
• Administer loyalty benefits, points and rewards
• Process bookings, purchases and payments
• Deliver Club services and respond to enquiries
• Operate events, competitions, promotions and prize draws
• Communicate important service or account information
• Request feedback and manage complaints
• Improve our facilities, services, website and app
• Analyse visitation, service use and promotional performance
• Protect the safety and security of members, guests and employees
• Prevent or investigate fraud, misconduct or unlawful activity
• Manage incidents, bans and exclusions
• Recruit and manage employees, contractors and volunteers
• Establish and manage supplier and creditor accounts
• Meet accounting, auditing, insurance and legal obligations
• Comply with lawful requests from regulators, courts and government authorities

We may combine information from different interactions with the Club where this is lawful and reasonably necessary for these purposes.

4. Marketing communications

We may use your contact information to send you information about Club services, dining, entertainment, promotions, membership benefits and events where permitted by law and consistent with your communication preferences.

You can opt out of marketing communications at any time by:

• Selecting the unsubscribe option in an email
• Updating your available account preferences
• Following the opt-out instructions in an SMS
• Contacting us using the details at the end of this policy

Opting out of marketing will not prevent us from sending essential membership, account, booking, transaction or service-related communications.

Facial recognition information is never used for marketing, promotions, loyalty programs or advertising.

5. Cookies and website analytics

Our website and mobile services may use cookies, pixels and similar technologies to:

• Enable website and app functionality
• Remember preferences
• Maintain security
• Understand how people use our digital services
• Diagnose technical issues
• Measure the effectiveness of communications and campaigns
• Improve the online customer experience

We may use third-party analytics services, including Google Analytics, to help us understand website activity.

Most web browsers accept cookies automatically. You can adjust your browser settings to block or remove cookies, although doing so may affect the availability or performance of some website features.

6. When do we disclose personal information?

We may disclose personal information:

• With your consent
• To provide a product, service or benefit you have requested
• Where reasonably necessary for a purpose described in this policy
• Where required or authorised by law
• To protect the rights, safety or property of the Club or another person
• To investigate suspected fraud, misconduct or unlawful activity

Depending on the purpose, recipients may include:

• Banks and payment processors
• Membership, loyalty and booking system providers
• Website, mobile app and hosting providers
• Email, SMS and marketing service providers
• Data analytics providers
• Payroll, accounting and superannuation providers
• Insurers, auditors and professional advisers
• Security and facial recognition service providers
• Authorised representatives
• Government agencies, regulators, courts, emergency services and law enforcement bodies where a lawful basis exists

Our contracted service providers are only permitted to access the information reasonably necessary to provide their services and must comply with appropriate confidentiality and security requirements.

We do not sell or rent personal information to third parties for their independent promotional purposes.

7. Overseas access and disclosure

Some of our contracted technology and service providers may store, process or access personal information outside Australia.

Where we are likely to disclose personal information to an overseas recipient, we take reasonable steps to assess the provider’s privacy, security, hosting, backup, support and subcontracting arrangements.

The Club is not currently likely to disclose personal information to overseas recipients. Some information may pass through or be stored using technology infrastructure located overseas without constituting a disclosure under the Privacy Act.

Our overseas arrangements may change if our technology providers or business systems change. This policy will be updated where required.

8. Facial recognition technology

Why we use facial recognition technology

The Club uses facial recognition technology only to identify people who are subject to an applicable, current:

• Self-exclusion order
• Exclusion direction
• Banning order
• Licensee ban

The purpose is to prevent entry to, or presence within, the premises or gaming area where this would be contrary to the applicable restriction.

The Club relies on applicable Queensland liquor and gaming legislation for this limited use, including the Gaming Machine Regulation 2002 (Qld) and Liquor Regulation 2002 (Qld).

An exclusion applying only to a gaming area does not automatically ban a person from every part of the Club.

How the system works

Facial recognition technology captures a facial image, creates biometric information and compares it against a restricted database of people with current bans or exclusions.

A potential match may generate an alert for trained and authorised management or security personnel. A person will not be treated as banned or excluded based solely on an automated alert. An authorised person must review the potential match and confirm the applicable restriction.

Facial recognition is a decision-support tool and is not treated as conclusive proof of identity.

Information that does not produce a confirmed match

Biometric information that does not identify a banned or excluded person is deleted immediately through the system’s deletion function.

This includes information relating to an incorrect or false match once it has been identified as such. Unmatched biometric images and templates must not be retained in logs, exports or backups.

Ordinary CCTV footage is managed separately and may be subject to different lawful retention requirements.

Information about current bans and exclusions

Facial recognition records are limited to information reasonably necessary to enforce a current ban or exclusion.

Records are reviewed for accuracy and expiry. Associated biometric information is securely deleted promptly when the restriction expires, is revoked or otherwise ceases to apply, unless another current and lawful restriction justifies its continued retention.

If the relevant liquor or gaming licence for the premises ends, the Club will not retain or disclose personal information held in the facial recognition system. The information will be permanently deleted from the Club’s and its service provider’s systems, including applicable backups.

Prohibited uses

Facial recognition information is not used for:

• Marketing or advertising
• Promotions, loyalty or reward programs
• General customer tracking
• Behavioural profiling
• Unrelated analytics
• Encouraging gambling or liquor consumption
• Staff attendance monitoring
• Training artificial intelligence models

Facial recognition information is not sold, publicly displayed or informally shared with other venues.

Security, access and signage

Access to facial recognition information is restricted to specifically authorised and trained management, security personnel and approved technical support providers who have a genuine need to access it.

Potential disclosures to authorities or other external parties require a verified lawful basis and appropriate management authorisation.

The facial recognition system is positioned to minimise the collection of biometric information from people who are not intending to enter the Club, including members of the public passing the premises.

While facial recognition technology is operating, clear and prominent signage is displayed:

• At each entrance to the licensed premises
• At each entrance to a gaming machine area where facial recognition technology operates
• Near any identification scanner in use

The signage explains in plain English that facial recognition technology is operating and that it is used to identify people subject to applicable bans or exclusions. It also provides a website link or QR code through which patrons can access this Privacy Policy and information about the Australian Privacy Principles.

Signs are positioned so they can be seen before a person enters the relevant facial recognition capture area.

If you have concerns about facial recognition technology, please speak with the Duty Manager before entering the capture area or contact us using the details at the end of this policy.

9. Supplier, creditor and financial information

We use supplier and creditor information to:

• Establish and maintain supplier records
• Verify identity and payment instructions
• Process invoices and electronic payments
• Issue remittance information
• Prevent payment fraud
• Meet accounting, audit and legal obligations

Access is restricted to authorised personnel. New or changed banking details are independently verified using a trusted contact method.

We will never ask a supplier to provide an online banking password, PIN or one-time authentication code.

Supplier and creditor information is not used for marketing merely because a creditor or supplier form has been completed.

Finance enquiries and corrections can be directed to finance@fsports.com.au or 07 4932 6823.

10. How do we protect personal information?

We take reasonable technical and organisational steps to protect personal information from:

• Misuse
• Interference
• Loss
• Unauthorised access
• Unauthorised modification
• Unauthorised disclosure

These measures may include secure physical storage, approved information systems, access controls, individual user accounts, secure transmission, appropriate encryption, backups, staff training and confidentiality requirements.

No electronic transmission or storage system can be guaranteed to be completely secure. You should take appropriate care when sending personal information electronically and avoid including banking documents, identity documents or other sensitive material in an initial general enquiry.

11. How long do we retain personal information?

We retain personal information only for as long as it is reasonably required for a lawful business purpose or to meet employment, taxation, accounting, audit, insurance, liquor, gaming or other regulatory obligations.

When information is no longer required, we take reasonable steps to securely destroy or de-identify it where lawful.

The immediate deletion requirements applying to unmatched facial recognition information take priority over our general retention and backup practices.

12. Information about children and young people

The Club provides services and activities that may involve children and young people, including Kids Clubhouse memberships, family activities, events and sporting programs.

Where appropriate, we may collect limited information about a child or young person with the involvement or consent of their parent or legal guardian. This may include their name, date of birth, relevant contact information and information reasonably required to provide the service safely.

We do not knowingly use children’s personal information for direct marketing without appropriate permission.

A parent or legal guardian can contact us to request access to or correction of information relating to their child, subject to applicable privacy laws and appropriate identity and authority verification.

13. Accessing or correcting your information

You may ask to access personal information we hold about you or request that inaccurate, out-of-date, incomplete, irrelevant or misleading information be corrected.

We may ask you to provide reasonable proof of identity before processing the request.

We aim to respond within 30 days. There is no charge for making an access or correction request. If a reasonable charge applies to providing access, we will explain this in advance.

In some circumstances, the law may permit or require us to refuse access or correction. If this occurs, we will explain the reason where it is reasonable to do so and provide information about available complaint options.

Requests relating to facial recognition may include asking us to review an alleged match or inaccurate ban or exclusion information. Information that has already been lawfully deleted cannot be retrieved.

14. Privacy enquiries and complaints

If you have a privacy enquiry or believe we have not handled your personal information appropriately, please contact the Chief Executive Officer or nominated privacy delegate.

Please include:

• What happened
• When it occurred
• The information involved
• Any relevant correspondence
• The outcome you are seeking

Please do not send identity documents, banking documents or other sensitive material with an initial general enquiry. We will arrange an appropriate way for you to provide any supporting information required.

Email: marketing@fsports.com.au
Please use the subject line: Privacy - Attention CEO or Nominated Privacy Delegate

Telephone: 07 4932 6800
Please ask for the CEO or nominated privacy delegate.

Post:
Private and Confidential - Privacy
The Frenchville Sports Club Ltd
105 Clifton Street
North Rockhampton QLD 4701

Assistance is available from Reception if you need help making a complaint.

We will acknowledge your complaint, arrange an impartial review and investigate the relevant information. We aim to provide a substantive response within 30 days. If additional time is required, we will explain why and provide an expected response date.

If you are not satisfied with our response, or we have not responded within 30 days, you may make a complaint to the Office of the Australian Information Commissioner.

Visit www.oaic.gov.au or telephone 1300 363 992.

Liquor or gaming regulatory concerns may also be referred to the Queensland Office of Liquor and Gaming Regulation.

15. Changes to this policy

We may update this Privacy Policy when our legal obligations, systems, service providers or information-handling practices change.

The latest version will be published on our website with the date it was last updated. We encourage you to review this page periodically.

A printed copy of this policy is can be requested free of charge from Club Reception upon request.